Vendors

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  2. Event Toolkit
  3. Staffing, Volunteers and Vendors
  4. Vendors
Having food trucks, craft stalls and other vendors at your event can be an easy way to diversify your offerings and add value for your attendees.

Mobile traders are often self-contained and motivated to create valuable offerings for your attendees, alongside your core event activities. Your event can be enhanced in a modular manner, with vendor sites added or removed depending on the scale of your event.

TIPS

Vendor selection 
  • Choose vendors with a solid reputation for reliability, quality, and professionalism. 
  • Look for vendors with experience in events like yours, as they will be familiar with potential challenges and requirements. 
  • Check references and reviews from previous clients to gauge their satisfaction with the vendor’s performance. 
  • Aim to include a diverse range of vendors to offer variety, while also ensuring their offerings are appropriate to your target market. 
Registration process 
  • Online form creators such as Google Forms or Wufoo are excellent tools for collecting registration details from vendors. 
  • Collect as much detail as possible from vendors within your registration form to streamline the process and minimise communication. 
  • Include important information such as vendor fees, event timings and infrastructure they will have access to – such as power or internet access – in the description of the form. 
Vendor contracts 
  • Create clear and detailed contracts with each vendor, outlining the services to be provided, event scheduling details, any specific terms of trade, and fee payment details. 
  • Include terms for cancellations or changes, detailing any penalties or notice periods required.
Logistics 
  • A scaled site map is an excellent tool in determining the layout of vendor sites. 
  • Confirm the space and power requirements for each vendor, and ensure they are provided. 
  • Clearly communicate the schedule and procedures for set up and pack down, ensuring vendors adhere to these. 
  • Provide vendors with access passes or credentials for entry to the event site during set up, while the event is running, and during the pack down period. 
Compliance and permits
  • Ensure vendors have all the necessary permits and licences required by local councils and national authorities. Learn more in our Permits section. 
  • If food is sold or given away at an event, the event organiser is required, under the Food Act 2014, to have a registered Food Control Plan or National Programme from a Council.  
  • The My Food Rules tool can help you identify the rules for storing and selling food and beverage products for consumption. My Food Rules covers the Food Act 2014, Wine Act 2003, and Animal Products Act 1999 and will take up to 15 minutes to complete. 
  • Ensure vendors comply with your event health and safety policies and include their specific site hazards in your master hazard register. 
  • Ensure vendors carry adequate public liability insurance coverage. 
Communication 
  • Designate a primary point of contact for vendor communications to streamline information flow and coordination. 
  • Maintain regular communication with vendors leading up to the event to confirm details and address any issues. 
  • Have a dedicated team member or coordinator available on-site to assist vendors and handle any immediate concerns. 
Marketing and promotion 
  • Include vendor information in event marketing channels, such as programmes, websites, and social media. 
  • Encourage vendors to promote the event through their own channels to increase visibility and attendance. 
Vendor support 
  • Provide amenities for vendors, such as rest areas, refreshments, and access to restrooms. 
  • Offer technical support for vendors requiring assistance with set up, equipment, or other needs. 
  • Have a plan in place to address any conflicts or issues that arise with vendors during the event. 
Sustainability 
  • Encourage vendors to adopt eco-friendly practices, such as using recyclable materials and minimising waste. Learn more in the Sustainability and Waste Management sections. 
  • Provide vendors with waste disposal guidelines and ensure adequate waste management facilities are available. 
Post-event 
  • Conduct a post-event evaluation with vendors to discuss what went well and areas for improvement. 
  • Gather feedback from vendors about their experience and use it to improve future events. 
  • Ensure all vendors are paid promptly and according to the agreed-upon terms. 

USEFUL LINKS

HAVE YOU CONSIDERED?

  • Does the venue where your event is being held have preferred vendor arrangements?
  • What indoor and outdoor space is available at your event for vendors? When developing a scaled site map, include vendor sites and be prepared to add or take some away, depending on your event requirements.